Background information about the job or company (e.g., role context, company overview)

UNICEF is the world’s largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foun...

Responsibilities or duties

Under the supervision of a Head of Office, the Senior Executive Associate is accountable for procedural communications, operations and administrative support services, as well as specialized administrative functions, to enhance the smooth running of the supervisor’s day- to-day activities, as well as his/her section. Senior Executive Associates also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.

COMMUNICATIONS SUPPORT:

• On behalf of supervisor, manage incoming and outgoing correspondence, e-mails and telephone calls.
• Communicate sensitive information to higher level managers.
• Provide routine information pertaining to the work of the division/office.
• Draft responses to written inquiries on routine questions.
• Coordinate responses to sensitive inquiries.
• Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents.

PROTOCOL SUPPORT:

The post-holder is expected to provide high-level administrative and strategic support to senior leadership, with a strong focus on managing complex protocol-related functions.

Key protocol functions requiring liaison with Executive Office of the President, MoFA, Senior Government offices and development partners including coordinating high-level official visits, courtesy calls, and bilateral or multilateral engagements involving senior officials at national, regional and county level. This entails securing clearances, managing official correspondence, aligning schedules across multiple institutions, and ensuring strict adherence to national and UN protocol standards. The role demands a strong understanding of government structures, decision-making hierarchies, and formal channels of communication to facilitate timely approvals and effective engagement.

Additionally, the function involves managing competing and often shifting priorities, particularly during high-level events, emergencies, or joint government-UN initiatives. This includes anticipating protocol sensitivities, resolving scheduling conflicts, briefing senior leadership on protocol considerations, and maintaining diplomatic relations with protocol departments, State House, line ministries, and county governments. Sound judgment, discretion, and the ability to operate under pressure are essential to ensure seamless execution of engagements while safeguarding institutional relationships and reputation.

The role entails coordinating official engagements, high-level meetings, and correspondence, while liaising closely with other UN agencies and the Resident Coordinator’s Office (RCO) to ensure coherence, compliance with UN protocols, and effective inter-agency collaboration.

ADMINISTRATIVE SUPPORT:

• Maintain the supervisor’s calendar and arrange meetings.
• Organize official travel on behalf of supervisor.
• Preparing briefing materials for official trips or meetings.
• Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.

OPERATIONS SUPPORT:

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Maintains and updates a system which monitors the absence of staff.
• Supports management of administrative supplies, office equipment, and updating the inventory of items.

BUDGET MONITORING SUPPORT:

• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Prepares and maintains records, documents and control plans for the monitoring of project/programme implementation.
• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

PROCUREMENT SUPPORT:

• Guide managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, SD and DHR.
• Facilitate the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
• Maintain up-to-date vendor lists, partners, and consultant rosters

Qualifications or requirements

Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

A bachelor’s degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience. A master’s degree may replace an additional two years.

Experience needed

Work Experience: A minimum of six years of relevant administrative or clerical work experience is required.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

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• On behalf of supervisor, manage incoming and outgoing correspondence, e-mails and telephone calls.
• Communicate sensitive information to higher level managers.
• Provide routine information pertaining to the work of the division/office.
• Draft responses to written inquiries on routine questions.
• Coordinate responses to sensitive inquiries.
• Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents.
• The post-holder is expected to provide high-level administrative and strategic support to senior leadership, with a strong focus on managing complex protocol-related functions.
• Key protocol functions requiring liaison with Executive Office of the President, MoFA, Senior Government offices and development partners including coordinating high-level official visits, courtesy calls, and bilateral or multilateral engagements involving senior officials at national, regional and county level. This entails securing clearances, managing official correspondence, aligning schedules across multiple institutions, and ensuring strict adherence to national and UN protocol standards. The role demands a strong understanding of government structures, decision-making hierarchies, and formal channels of communication to facilitate timely approvals and effective engagement.
• Additionally, the function involves managing competing and often shifting priorities, particularly during high-level events, emergencies, or joint government-UN initiatives. This includes anticipating protocol sensitivities, resolving scheduling conflicts, briefing senior leadership on protocol considerations, and maintaining diplomatic relations with protocol departments, State House, line ministries, and county governments. Sound judgment, discretion, and the ability to operate under pressure are essential to ensure seamless execution of engagements while safeguarding institutional relationships and reputation.
• The role entails coordinating official engagements, high-level meetings, and correspondence, while liaising closely with other UN agencies and the Resident Coordinator’s Office (RCO) to ensure coherence, compliance with UN protocols, and effective inter-agency collaboration.
• Maintain the supervisor’s calendar and arrange meetings.
• Organize official travel on behalf of supervisor.
• Preparing briefing materials for official trips or meetings.
• Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.
• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Maintains and updates a system which monitors the absence of staff.
• Supports management of administrative supplies, office equipment, and updating the inventory of items.
• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Prepares and maintains records, documents and control plans for the monitoring of project/programme implementation.
• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.
• Guide managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, SD and DHR.
• Facilitate the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
• Maintain up-to-date vendor lists, partners, and consultant rosters

• Communication
• Administrative Support
• Protocol Management
• Budget Monitoring
• Procurement Support
• Organizational Skills
• Interpersonal Skills
• Problem-solving
• Time Management
• Attention to detail
• Discretion
• Ability to work under pressure

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A bachelor’s degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience.
• A master’s degree may replace an additional two years.